Why can't I see HR reports in Discoverer?
To view HR reports, departmental users must sign on
as UVa ODS Specialist-Limited, and they must have that
responsibility in Oracle. The User ID field must read:
USERID:UVA ODS Specialist-Limited.

Time Management

How do I record time for a classified employee on leave
without pay?
You enter "0" hours in OTM. Communication between the Timekeeper
and the HRMS Specialist is essential, since the Specialist
enters the Leave without Pay (LWOP) status on the employee's
record and the timekeeper enters the time. If an employee
is put on LWOP in the middle of the pay period, the
timekeeper needs to enter "0" hours for the part of
the pay period that the employee was on leave.

If an employee terminates mid pay period, how do I enter
the time in OTM?
The hours for the days after the employee terminates should
be entered as "0".

What do I do when the standard earning policy does
not contain the exact hours the employee worked?
The HRMS Specialist should communicate with the Timekeeper
to ensure that the employee's time card is corrected
in OTM to reflect the appropriate hours each pay period.

If payment is being sent abroad, should "foreign
address" be used as a primary address?
A Foreign Address can only be primary if the employee
is an ex-employee or is a non-paid employee. If payment
needs to be sent abroad and the employee is still active,
the specialist will need to enter the Human Resources Payroll address
and add the foreign address as a secondary address. Payroll Office will
reroute any payments or W-2s to the foreign address listed in the foreign
address section for the employee.

How do we retroactively pay employees who have
started work but don't get their social security number until later?
You will be able to retroactively hire most employees in
Oracle as needed. Please keep in mind that you will
not be able to retroactively hire goal pay employees
and you will only be able to retroactively hire wage
employees back one pay period.

Why doesn't the position I need come up in the
list of values when I enter my job on the assignment form?
If you do not have a specific position in your school/business unit created
for the person you are entering, you need to have someone in your department
who has access to Jobs@UVa request a new position for your Faculty. For students,
complete a position
action form. After the position is created, you
will be able to enter the job, and then choose the position.

Employee Information

What do I do in the Integrated System if an employee
changes positions (leaves one position for another)?
If an employee changes positions, but stays in the same
payroll, you need to update the primary assignment for
that person to reflect the details of the new position
rather than create a new assignment. If an employee
changes positions and changes payrolls (example: bi-weekly
to monthly or monthly to bi-weekly), you need to
add a new assignment, save the assignment, and make
this new assignment primary. You will then need to date
track to the day after the last day of their previous
assignment and change the assignment status on the old
assignment to terminate assignment and complete the
assignment change reason in the DFF with the appropriate
reason.

Do I select "yes" or "no" in
the "You have selected a different position" caution
box?
When adding or changing a position on an assignment,
a caution box pops up that says, “You have selected
a different position. Where the position has default
values, etc., etc.” The Decision Box requires that
you select “yes” or “no.” You
should always select “no.”

Are position records date tracked?
Yes. When accessing records under Position Description,
be sure you are date-tracked to the appropriate
date for which you wish to view information.

When do I save when adding additional qualifications
to the Qualification form?
Each qualification form needs to be saved before
additional qualifications can be entered.

How do I display the list of values for position and
grade?
In order to display the list of values (LOV) for
position and grade, you need to put a % sign in
the “Find” field at the top before
selecting the find button.

How do I complete a new hire?
To complete a new hire, select “Create
Employment” in the “Action” field.

What does it mean when it says "does not contain
LOV" when I select LOV in a field?
Not all fields have a list of values (LOV). If
you select LOV in a field and it says “does
not contain LOV,” you do not need to enter
data in that field.

Do I say "yes" for the decision box when selecting
a position for an employee's assignment?
Yes. When completing an employee's assignment, after
selecting a position, a decision box asks: "You have
selected a different position. Where the new position
has default values for one or more of the following,
and they are applicable to the current Person Type,
your position will adopt these values: Grade, Payroll,
Supervisor, Probation Period, Bargaining Unit,
Salary and Pay Basis. Do you want to accept the
values for this position?" You should ALWAYS
choose “yes” at this decision box.

Do I say "ok" or "cancel" for the caution "Do you
want to use the location of the new position?"
You should always choose "ok" at this caution.

Inactive Payroll

What do I do if one of my employees has
been moved to the "Inactive Payroll" and I need to pay them?
You would date-track on the assignment to the appropriate date for which
you need to make payment, change the Payroll back to "Bi-weekly" in "update"
mode, use Assignment Change Reason of "Return 180 Days", and make any other
necessary changes to the assignment and salary records. When the Bi-weekly
payroll is run, the employee would be paid. Note: If the employee is not
paid because no hours are submitted for the bi-weekly period, the process
will move them again to the "Inactive Payroll" since they still will not
have been paid in the last 12 bi-weekly pay periods.

What do I do if one of my employees has been
terminated by the process?
You would need to Rehire the employee just like any other terminated employee.

What do I do if the assignment I need to pay
on has been terminated?
You should add a new assignment record if the old assignment has been
terminated by the Inactive Payroll process.